Position Title:
Pre-Award Manager

Position Type:
Regular

Hiring Range:

$85,400 - $102,487 / annual; Compensation will be based on education, experience, skills relevant to the role and internal equity.

Pay Frequency:
Annual

A. POSITION PURPOSE

The Pre-Award Manager has the primary responsibility for overseeing all aspects of the life cycle of external grant development up to grant submission and most non-financial compliance requirements within pre-award. Additionally, the Pre-Award Manager has management and training responsibilities of pre-award specialists and student workers.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Functional Area - Manage pre-award activities

• Provide direction and oversight for all pre-award proposal development, submission and compliance activities.
• Provide training and management of staff and student workers and delegation of development and proposal submission activities
• Prepare and update sponsored projects pre-award policy and procedures manuals
• Stay current on all changes to federal regulations and statutes related to sponsored projects
• Ensure that all pre-award activities are compliant with sponsor regulations and guidance
• Manage and update sponsored projects administrative software

Functional Area - Proposal preparation

• Provide guidance to faculty and staff throughout the proposal process
• Review Intent to Apply form and proposal guidelines and create checklists of responsibilities
• Consult with PI to guide through pre-award processes, including review of proposal guidelines, roles and responsibilities for proposal sections, support in understanding compliance requirements and other relevant information, assistance using necessary tools to create required documentations such as BioSketch, Current and Pending, and Facilities and Resources documents.
• Develop budgets in collaboration with PI to ensure scope of work and budget requests align, and assist with budget justification development
• Create templates for frequently requested information such as University demographics, facilities, and other resources.

Functional Area - pre-post transition

• Develop and document processes for transition of awards from Pre-Award to Post-Award
• Coordinate non-financial post-award compliance areas with Post Award Manager
• Prepare information for subawards
• Work with IT and Post-Award Manager to integrate Pre-Award and Post-Award data and information

Functional Area - report preparation

• Prepare financial reports as required by Sponsors
• Prepare pre-award information for reporting to internal and external offices
• Prepare pre-award reports for Director and Deans as requested to provide real time information when needed
• Provide metrics to Director for annual report to include information from InfoEd such as number of proposals submitted, number and dollar amounts awarded, and other information as requested
• Conduct quality control on data maintained in InfoEd, including maintaining proposal and award status, and closing completed or inactive grants when completed

Other duties as assigned

• Attend conferences and workshops to stay current with regulatory and financial requirements
• Work with Sr. Director of SPO to provide professional development opportunities to staff
• Special projects as assigned by the Sr. Director of SPO

C. PROVIDES WORK DIRECTION

Pre-Award Manager provides work direction for the pre-award staff and any student workers.

D. GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Maintains contact with customers and solicits feedback for improved services.
• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
• Researches and develops resources that create timely and efficient workflow.
• Prepares progress reports; informs supervisor of project status; and deviation from goals.
• Ensures completeness, accuracy and timeliness of all operational functions.
• Prepares and submits reports as requested and required.
• Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge

• Federal and non-federal regulations and guidelines that are related to external funding
• University finance policies and procedures
• Cost principles and audit requirements for federal and non-federal awards

Skills

• Strong verbal and written skills
• Strong organizational skills
• Management skills

Abilities

• To work effectively under pressure of externally determined deadlines and shifting priorities
• To work with all levels of staff and faculty
• To work with vendors, funders, auditors and the University Finance Office

Education

• Bachelors Degree or equivalent experience required

Years of Experience

• 4+ years required in research administration.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers, vendors or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Hybrid/remote possible from eligible states
• Typical office environment.
• Offices with equipment noise.
• Offices with frequent interruptions.
• Deadline driven activities.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.